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Executive Assistant to CEO

4 months ago

Edinburgh, United Kingdom Capital Theatres Full time

**PURPOSE OF THE ROLE**

To provide a comprehensive, efficient and confidential secretarial and administrative service to the Chief Executive and ensure the smooth running of the CEO’s office including support of the Board and wider Executive Team in relation to the administrative governance of the theatres.

Be a proactive member of the senior management team for Capital Theatres and provide administrative and contract back-up support to the Programming Team.

**MAIN DUTIES AND RESPONSIBILITIES**
- **Secretarial and Administrative**_
- Be a responsive and professional link between the CEO, key stakeholders, producers, visiting companies and Board members, including all internal and external communication from the CEO’s office
- Provide administrative support for regular Executive and Senior Management Team meetings as requested, including meeting arrangements, agendas, attendance to take minutes, publish and circulate a redacted version of the minutes to the wider company, as approved by the relevant Executive
- Make any travel arrangements/itineraries for the CEO and reconcile monthly credit card statements, claiming expenses for the CEO in a timely manner
- Organise a wide range of meetings, functions and events (including supporting shows), ensuring timeliness of all paperwork for the CEO, agendas, invitations and replies; liaising with other departments where rooms, catering, and additional facilities are required, and attendance at events where appropriate to ensure smooth running
- Develop, manage and maintain existing Guest & Producer Lists for events and CEO comms distribution
- Administer the allocation of complimentary tickets and weekly house seats as advised by the CEO, covering Executive, Board and charitable requests
- Manage all recruitment administrative processes across the organisation
- Be an advocate of sharepoint and Artifax, creating and maintaining relevant electronic records and filing systems (including confidential/sensitive information).
- Manage the opening and distribution of mail, preparing responses to routine correspondence in consultation with the Executive Team
- Answer and filter telephone calls for the CEO, redirecting where necessary
- Review/proofread various documents as required e.g. Board Reports, Brochure, Report & Accounts along with development of first draft presentations and internal communications as requested by the CEO
- **Governance Administration**_
- Maintain a broad and engaged understanding of Capital Theatres business (including productions, producers and artistic project development) and its objectives, with ability to conduct research and develop briefing papers to support the CEO in their role and related governance needs
- Provide administrative support to the CEO, Chair and Company Secretary re trustee membership, statutory reporting and OSCR website requirements
- Prepare, collate and distribute Board, Sub-committee and Advisory Committee papers as directed by the CEO and Company Secretary
- Set up and administer all Board, Sub-committee and Advisory Committee meetings, including scheduling and minute taking in a timely manner
- Manage the reporting to the UK and Scottish Parliamentary Lobbying Registers, along with any other regulatory agencies
- **Programming Support**_
- Participate in weekly Programming Meetings to maintain awareness of the producer and programming options
- Develop good working relationships online and by phone with Producers and their teams
- Coordinate the Programme Diary and distribute to the Programming Team on a regular basis
- _**As Back-up to the Programming Team only**_**:

- Gain a working knowledge of producer contracts and hire agreements across all three venues and preparation of Box Office Potential (BOP) spreadsheets through the Senior Programmer and Programming Assistant
- Help manage the contract process if/when needed e.g. during extended absence or as a back-up during considerably busy programming periods:

- Identify which shows need a contract
- Draw up the contract
- Manage the approval and sign off process internally and with the production companies.
- Follow up producers who have not returned their contracts
- Record each stage of the contract on Artifax
- These main duties and responsibilities are indicative and not exhaustive. Other duties may be necessary to fulfil the purpose of the post. This job description may be periodically reviewed and revised by the CEO and the Board in consultation with the post holder._

Pay: £36,000.00-£40,000.00 per year

**Benefits**:

- Company pension
- Cycle to work scheme
- Employee discount
- Gym membership
- Life insurance
- Sick pay

Schedule:

- Monday to Friday

Work Location: In person

Application deadline: 08/07/2024
Reference ID: Capital Theatre